How do we set up a key, fob and gate code policy for our HOA's amenities?

By OurHOA · General information · Revised September 23, 2026

How an HOA board tracks keys, fobs and gate codes, shuts off access when homes sell, rotates codes, and suspends access without skipping required notice.

Part of the HOA board handbook: vendors, projects and upkeep.

One register, one keeper, written rules

An access policy needs three things. A register that lists every key, fob, remote and code, and who holds each one. One officer or committee member who keeps that register and does the activating and deactivating. And written rules the board adopts at a meeting, covering how many devices a home gets, what they cost, what happens when one is lost, and when access gets turned off. Most small associations have none of this. They have a pool code that has not changed since 2019, a box of fobs in a director's garage and a gate vendor who is the only one who knows which remotes are active. That works until a home sells three times, a former tenant still swims in the pool and nobody can say who has the clubhouse master key.

Start with an inventory

Walk the property and list every controlled door and gate: the pool gate, clubhouse, fitness room, mail room, maintenance shed, entry gate, and any vehicle gate with a keypad or remote receiver. For each, write down how it is controlled, whether by key, fob reader, keypad, remote or phone app, and who can change it. Then build the register. One row per device, with the device number or serial, the lot or unit, the holder's name, whether the holder is an owner or a tenant, the date issued, any fee or deposit paid, and the date deactivated. Keep separate rows for master keys and for vendor and contractor codes. If your fob system has its own software, export its list and reconcile it with the register once, device by device. Expect to find fobs assigned to people who moved away years ago. Deactivate every fob and remote you cannot match to a current household, and let people come ask for new ones.

What the written policy should cover

Keep it to one page. Set a cap per home, for example two pool fobs and two gate remotes, with extras available for a fee. Say who can hold a device: owners, and tenants when the owner authorizes it in writing. State the fee and any deposit, which should appear in your governing documents or a fee schedule the board adopted under its authority. Our guide on whether an HOA can charge for a gate remote or pool key covers what a reasonable fee looks like. Require lost or stolen devices to be reported within a set number of days so they can be shut off. Give every vendor its own code that expires when the contract ends. Name who holds master keys, and require them back when that person leaves the board. A sample clause: 'Each home may hold up to two active amenity fobs. Lost fobs must be reported to the access coordinator within 48 hours and will be deactivated the same day. Replacement fobs cost $25. Fobs are assigned to the home, not the person, and are deactivated at transfer of title.'

Tie access to home sales and lease changes

The weak point in almost every access system is the sale. The seller keeps the fobs, or hands them to the buyer along with a garage full of paint cans, and the register still shows the seller's name. Fix it with a trigger you already have. When the association answers a resale certificate or estoppel request, flag the lot. When the sale closes, deactivate every device on that lot and issue new ones to the buyer after you update the owner roll. Our guide on HOA membership rolls explains how to confirm the new owner from the recorded deed. Do the same when an owner tells you a lease has ended. It takes five minutes per sale and closes the gap that causes most of the complaints about strangers at the pool.

Codes, rekeys and vendors

Shared keypad codes leak. They get written on a sticky note, texted to a babysitter, and posted in a neighborhood group. Change shared codes on a schedule the board sets, such as every January and after any board turnover, and tell owners through your normal notice channel rather than a sign on the gate. Rekey a lock when a master key goes missing or a former officer will not return one. Our guide on who pays for a common area lock change or rekey covers when that cost can go to one owner. Give each vendor a unique code so you can shut off one landscaper without changing the code for 80 homes. Do not change or remove any emergency access device for the fire department without talking to the fire marshal first, and keep a record of which devices the fire department relies on.

Turning off a household's access is enforcement

Deactivating fobs over unpaid dues or a rule violation is a suspension of common area rights, and several states require notice and a chance to be heard first. In Texas, Property Code section 209.006 requires written notice before a property owners' association suspends an owner's right to use a common area, including a description of the violation, a reasonable period to cure if the violation is curable, and the owner's right to request a hearing within 30 days under section 209.007. In Florida, section 720.305(2) requires at least 14 days' written notice and a hearing before a committee of at least three members who are not officers, directors or employees, and a suspension may never block vehicle and pedestrian access to the home, including parking. So the entry gate code to someone's own home stays on. Section 720.305(3) separately lets a Florida association suspend common area use when a member is more than 90 days delinquent. Colorado's CRS 38-33.3-209.5 requires a written policy on enforcing covenants and rules, including notice and hearing procedures, so follow the one your board adopted. In California, Civil Code section 5855 requires notice at least 10 days before the board meets to impose discipline and a written decision within 14 days. Our guide on how an HOA board should run a violation hearing covers the hearing itself. Rules vary by state and by your governing documents, and this guide is general information, not legal advice.

Closing an amenity for repairs

Shutting the pool for resurfacing is not discipline, but Colorado still regulates it. CRS 38-33.3-302.5 says an association may restrict access to a common element during maintenance or repair only as far and as long as needed for safety or to protect the work. A restriction longer than 72 hours requires electronic or written notice to each owner as soon as reasonably possible, plus a posted notice at each access point, both giving the reason, the expected reopening date and a phone number or email for questions. The same notice is good practice everywhere. Sample wording: 'The pool will be closed from May 4 through May 22 while the plaster is replaced. Fobs will not open the pool gate during this period. Questions go to the grounds committee at [email].'

Mistakes to avoid

Using one pool code for years because changing it is a hassle. Keeping the register in one volunteer's head. Letting the gate vendor hold the only copy of the list. Shutting off a delinquent owner's fobs the day the account goes past due, with no notice, which can cost the association the collection case and some goodwill. Handing out fobs to anyone who asks at the pool without checking the roll. Leaving master keys with directors who left the board two elections ago. Each of these is fixed by the same short routine: update the register at every sale, lease change and lost-device report, reconcile it against the system's own list twice a year, and bring the count of active devices to the board once a year.

Sources

These guides are general education for HOA boards and residents, not legal, tax, or financial advice. Rules vary by state and by your community's governing documents - check with a professional for your situation.

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